Document Vaccinations at Standard and Mobile Clinics in VAMS

Standard Workflow to Document Vaccinations

Log Vaccine Information

  • Navigate to the recipient record on the Recipient Management tab.
  • In the Vaccine Selection box, the system will display the vaccine the recipient is scheduled to receive. If the healthcare professional needs to edit the vaccine selected, click Edit and Select the checkboxes for the vaccines you want to administer as part of this appointment. Options include COVID-19 Vaccine and Influenza Vaccine. Click Save.
  • Click the Vaccine Administration tab.
  • Click the Log Vaccination button.
  • Respond to the question shown on the screen asking if the vaccine should be administered.
    • If you answer No, the recipient is ineligible for the vaccination at this time. You will be taken to a screen that says, “Because the vaccine was not able to be administered, a reschedule prompt has been sent to the recipient’s email.”
      • Select a reason for the unsuccessful administration from the drop-down menu and click Log Vaccination Attempt. You can also click Reattempt Vaccination to return to the previous screen.
    • If you answer Yes, additional fields will appear for you to enter vaccine details.
      • If there isn’t a record of the recipient completing the Prevaccination Questionnaire, the system will ask if the questionnaire was completed outside of VAMS. Answer Yes or No. If you answer Yes, you can proceed to enter vaccine details.
    • If you answer No, you will be able to start the prevaccination questionnaire in VAMS, record that the prevaccination questionnaire was completed outside of VAMS, or return to the recipient record.
  • Select the Manufacturer from the drop-down menu.
  • NOTE: Based on vaccine inventory data already logged in the system, the drop-down selections for the next two fields will be dependent upon the manufacturer you selected.
  • Select a Product from the drop-down menu.
  • Select a UoU (vial) lot number.
    • The expiration date will prepopulate and cannot be edited.

Select Vaccination Site, Date, and Time

  • After administering the vaccine, log the vaccination by selecting the vaccination administration site, date, and time.
  • Indicate if any inventory was wasted during the appointment.
    • If you select Yes, you will see additional fields to detail the inventory that was wasted (e.g., vial, reason, number of doses wasted).
    • If you select No, you will not see additional fields relating to wasted inventory.
  • After logging wasted inventory (if necessary), click Log Vaccine in the bottom right of the screen.
  • Review the vaccination details you entered on the previous page.
  • If everything is correct, click Submit in the bottom right corner of the page.

Backdating Vaccination Events

  • If you are not able to log vaccine administration at the time of vaccination (e.g., due to loss of internet connectivity), you can use the vaccination date and time fields to backdate vaccinations.
    • NOTE: VAMS will identify the individual who logs the vaccine in VAMS as the same person who also administered the vaccine. If you want to log a past vaccination on behalf of another healthcare professional, the next section will give you detailed instructions on how to do so.
  • You cannot use these fields to log future dates.
  • If you are logging multiple past vaccination events for one recipient, you must log the patient’s first dose of vaccine received before entering the second dose of vaccine.

Record Past Vaccinations

  • On the Recipient Management tab, select Record Past Vaccination(s) in the top right corner of the screen.
  • Select Record Individually within VAMS and click the Record Past Vaccinations button.
  • Search for the healthcare professional who administered the vaccine by name or email address. This can be your own email address if you are recording for yourself.
  • Once you’ve found the correct healthcare professional, select their name/email address, click Search, then click Record Vaccination(s) to access the Choose Recipient and Enter Vaccination Details page.
  • Search for the name of the recipient who received vaccine. When the name populates in the drop-down list, select the name.
    • Reminder: In order to record a past vaccination for a recipient, that recipient must be checked in at your clinic. The recipient will not appear in the Choose Recipient page if they are not checked in at your clinic.
  • If there is no record of the recipient completing a Prevaccination Questionnaire within VAMS, you will be asked if the questionnaire was completed. Select Yes or No.
    • If you select No, you will receive an error message stating that a Prevaccination Questionnaire must be completed.
    • If you select Yes, you can then select the manufacturer, product, and UoU lot number from the drop-down lists. The expiration date will prepopulate and cannot be changed.
  • Select the vaccination site, date, and time, then click Done.

Note: At this time, past vaccinations are not available for co-administration appointments (COVID-19 & Influenza). Each product will need to be recorded separately for past vaccination.

Bulk Upload Past Vaccinations

Healthcare professionals can bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination.

Download and Prepare Bulk Upload Template File for Offline Vaccination Administration Data

  • On the Recipient Management tab, click Record Past Vaccination(s).
  • Select Import a Template for Bulk Vaccination.
  • Click the Bulk Vaccination Upload Template hyperlink on the screen to download the latest version of the template.
  • Click the Export Recipients hyperlink. In the pop-up window, enter the date range for recipient appointments that you want to export.
    • NOTE: You can only bulk upload vaccinations for recipients who have a scheduled, checked-in, or cancelled “no show” appointment.
  • Copy and paste the contents of the recipient export file into the Bulk Vaccination Upload Template. This template has the same first few columns as the export template to allow for a simple copy and paste of these data.
  • In the remaining columns of the bulk upload template, use the cell drop-down options and enter data to complete the recipients’ vaccination records. Save the file as a CSV UTF-8 (comma delimited) (.csv) file. Upload Populated Bulk Vaccination Upload Template.
  • On the Record Past Vaccination(s) page, click the Upload Files link to upload the populated Bulk Vaccination Upload Template into VAMS. VAMS will send an email notification when the upload is complete.
  • To view your bulk upload, click the Imports tab.
  • On the Vaccination Import list view, select the blue hyperlinked Import ID to view the import file and a results log, which you can download to view the upload status for each recipient vaccination record.

Search for, Edit, and Invalidate Past Vaccination Records

Search For Past Vaccination Records

  • On the Recipient Management tab, select Search Past Vaccinations.
  • Enter either the recipient’s email address or VAMS ID, or their first name, last name, and date of birth.
  • Click Search.
  • Scroll down to view your search results. After locating your desired recipient, click View Record in the Action column to view the recipient’s vaccination record.

Edit Past Vaccination Records

  • Click Edit Record on the recipient’s Vaccination Record page.
  • Update any information you need to edit, then select a reason for record update from the drop-down menu in the pop-up window and click Save.
    • Any applicable edits made to the record are reflected in the recipient’s account, including their vaccination certificate.

Invalidate Past Vaccination Records

  • Click Invalidate Record on the Vaccination Record page.
  • Select a reason for record invalidation from the drop-down menu, then click Yes to confirm you want to invalidate the record.

Key Considerations:

  • This feature searches for recipient vaccination records at your clinic only.
  • Recipients have one vaccination record for each dose received at your clinic.
Page last reviewed: October 28, 2021